We are seeking a highly organised, proactive and detail-oriented Project Delivery Administrator to act as the operational backbone of the client's growing agency. This role plays a critical part in maintaining delivery stability across all live projects.

You will provide the structure, coordination and reporting oversight that enables the Media & Marketing Lead to focus on strategic direction, while ensuring deadlines are met, risks are surfaced early and clients receive a seamless, professional experience.

This is an opportunity for someone who thrives in a fast-paced, entrepreneurial environment and takes pride in bringing clarity, discipline and momentum to a growing team.

What Success Looks Like:

Within 3 Months

• Fully embedded in the project management system, with all live projects accurately tracked and consistently maintained
• Established a reliable weekly reporting cadence, delivering structured operational reports by COB each Friday without fail
• Built strong working relationships across the team and developed trust with key stakeholders
• Demonstrated sound judgement in identifying risks and escalating appropriately
• Implemented clear and dependable processes for meeting coordination and follow-up

Within 6 Months

• Proactively identifying and implementing process improvements that enhance delivery stability
• Producing insightful weekly reporting that highlights trends, risks and practical mitigation actions
• Confidently managing client communications within agreed parameters
• Acting as a trusted operational partner to the Media & Marketing Lead
• Increasing overall visibility, accountability and coordination across projects

Tasks:

Project Coordination & Delivery

• Maintain and manage project workflows within Asana (or equivalent project management platforms), ensuring tasks, deadlines and ownership are clearly defined and consistently updated
• Monitor delivery timelines and proactively follow up with team members on upcoming or overdue actions
• Identify delivery risks, capacity constraints or bottlenecks early and escalate appropriately
• Support delivery governance by ensuring accountability and visibility across all active projects
• Produce clear, structured project status updates for internal oversight

Weekly Operational Reporting

• Own the preparation and consolidation of structured weekly operational reports for the Media & Marketing Lead
• Provide clear visibility on delivery status, risk indicators, workload capacity, priority shifts and mitigation actions
• Ensure reporting is accurate, data-led and presentation-ready
• Gather inputs from relevant team members in advance of deadlines to ensure completeness
• Circulate the completed weekly report by close of business every Friday to enable leadership review and forward planning

Meeting & Calendar Management

• Coordinate internal and client-facing meetings, ensuring efficient scheduling and preparation
• Prepare structured agendas where required
• Take comprehensive meeting minutes and circulate clear action points with assigned owners and deadlines
• Maintain oversight of team calendars to avoid scheduling conflicts
• Liaise with third-party vendors or partners to coordinate scheduling and logistics

Client Support & Communications

• Draft and manage professional client correspondence
• Support the preparation of client presentations, proposals and performance reports
• Maintain accurate and up-to-date client documentation
• Monitor shared communication channels and escalate urgent matters appropriately
• Help ensure a consistently high standard of client delivery and relationship management

Systems, Process & Organisation

• Organise and maintain digital filing systems for contracts, assets and project documentation
• Ensure documentation is structured, current and accessible
• Identify opportunities to improve workflows and increase operational efficiency
• Contribute to building scalable systems that support agency growth

Requirements:

• Minimum 2 years of proven experience as a Project Manager or in other leadership and administrative roles with a focus on team support.
• Experience working in a digital creative agency environment
• Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Proficient in Project Management tools and procedures (Asana, Trello, ClickUp, Notion, etc.)
• Familiarity in Slack
• Excellent typing skills with attention to detail for data entry and documentation tasks.
• Strong communication skills with professional phone etiquette and interpersonal abilities.
• Experience with calendar management is essential.
• Ability to work independently while being a team player who contributes positively to office culture.
• Previous experience in event planning or project coordination is a highly preferred.
• Bonus: Relevant Project Management certification such as Lean Six Sigma and PMP
• Reliable internet and quiet workspace.
• Schedule: Monday to Friday
• Shift: Monday - Friday 5:00 PM – 1:00 AM PHT
• Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.

Benefits:

• Fully remote
• Monthly payout
• Work from anywhere
• Creative and collaborative work culture
• Exposure to high-impact roles within a growing marketing team
• Work with purpose-driven organisations